Loyola University Maryland

Office of Human Resources

Stipend Entry Workflow for Initiators

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To enter a stipend request for processing, go to WebAdvisor’s Employee Menu, then go to the Employee Profile menu and click on New Stipend Entry Process.

Enter all fields that are required for the stipend. Make sure to use the tab key to move from field to field or click on the next field with the mouse. DO NOT hit the enter key to try to move from field to field. Hitting the enter key in WebAdvisor is the same as clicking on the SUBMIT button. If this is done, the screen will repaint showing errors for all of the fields that have not yet been entered. 

If the stipend is for some other reason than a discretionary bonus, then the hours expected to be worked and a description for those hours needs to be entered.

If the stipend is being paid for a bonus, these fields can be left blank.

After all fields have been entered, click on the SUBMIT button to send the request form to the initiator’s approver.

The stipend needs to be approved by the supervisor of the initiator. If the initiator does not have a supervisor assigned, the initiator of the stipend and HRIS will both be alerted to this
problem.

Once the update has been made by Human Resources, an email will be sent to the initiator of the stipend informing them to return to WebAdvisor to resubmit the stipend.

  • The user will then go to WebAdvisor’s Employee Menu, go to the Workflow for WebAdvisor menu and click on My To Do List to access the stipend.
  • Click on the item on the list marked ‘Enter Stipend Info in WebAdvisor to access the stipend. The user should then click on the Submit button to re-submit the stipend form
  • The user can now log out of WebAdvisor.

Once the stipend is properly entered, an email will be sent to the initiator’s supervisor, who is the person responsible for approving their stipend requests.

  • If the approver has a problem with the stipend, the initiator will receive an email informing them that the stipend has been rejected and why. They should return to the My To Do List on WebAdvisor to access the stipend form and make any needed changes and then resubmit it.
  • The approver will then be informed that the stipend is ready for approval and can approve the stipend.

If the stipend has been marked as paid by a grant, the person designated to approve these stipends will receive an email alerting them that they need to approve the stipend request.

  • If the approver has a problem with the stipend, the initiator will receive an email informing them that the stipend has been rejected and why. They should return to the My To Do List on WebAdvisor to access the stipend form and make any needed changes and then resubmit it.
  • The initiator’s approver will also receive an email informing them that the request has been rejected and that is has been sent back to the initiator to correct.
  • After the initiator makes any corrections and the request is approved by their approver, the grants approver will be informed that is stipend has been submitted for approval again.